- DATA VIEW NAME
- OCT99_POSITION
- OVERVIEW
- This view is a selection of data from the October Payroll tape (not from position control file). The information presented here is only for filled positions and current, active, financial splits. There is one record for each active financial split, therefore there may be more than one record per person. This data view is for October 1999 position information only.
- LOAD FREQUENCY
- One time only
- DATA CUSTODIAN
- UW-System Budget Planning Office
Contact: Sara Voigts - AUTHORIZATION
- You must receive approval to access data from the data custodian. For information about how to get authorized for InfoAccess data views, connect to the InfoAccess Home Page
- SPECIAL
CONSIDERATIONS - QUESTIONS
- Contact: Division of Information Technology Help Desk
Phone: 264-HELP (4357) - LAST UPDATED
- DATA FORMATS
- The codes following the field names in this document define the field. The different types are:
- Alphanumeric Data
- A – Alphanumeric field. This indicates the field may contain letters and/or numbers. The number following is the field length. For example: a field defined as A5 could contain ‘E10LN’.
- Numeric Data
- PS – Packed-Signed field. This indicates the field may contain only numbers. The number following is the field length. If two digits with a decimal point in between are present the first indicates the number of positions before the decimal point and the second the number of digits after the decimal point. For example: a field defined as PS4.2 would be in the format 9999.99 whereas PS6 would be in the format 999999.
- Date
- DATE – Date can be in various formats. Date functions available with your query tool can be used to format the date.
Examples: DATE (YYYYMMDD), DATE (YYDDD), DATE (DD-MM-YY)
| Column Name | Format | Description |
|---|---|---|
| PAYROLL_YEAR | A4 | The year the October payroll was created for this view is 1999 |
| PERSON_ID | A8 | A unique number assigned to each person. The number is always the same for the same person. |
| BUDGET_ID | A11 | The budget ID is the identification number for the record.
For filled positions, this field is 8 digits. For fiscal years 1994-2011, this field contains the legacy appointment_id. Starting with fiscal year 2012, this field contains the empl ID(last 6 digits) followed by the 2 digit Empl Record associated with this person’s job. For vacant position, group position, negative position, lump sum, and deduction record, this field contains a dummy ID number assigned by the budget office. Budget ID (pos 1) Record Type & Description For other than filled positions, the budget ID must begin with alphabetic codes enumerated above and the last eight positions must be unsigned numeric and less than ‘99999999’. If it is a group position, staff-type must = ‘A'(group positions only valid for academic staff). If it is a header record, the first five characters of the budget ID are low values followed by ‘UHL1’. If it is a trailer record, the first five characters of the budget ID are high values followed by ‘UTL1’. |
| RECORD_TYPE | A1 | Indicates the type of position described in the record. The values are generated from the first position of the budget id. The values in record type may be: A = filled position |
| STAFF_TYPE | A1 | Indicates the staff to which a position belongs. A = Unclassified C = Classified |
| APPOINTMENT_TYPE | A2 | Indicates the major personnel category for this appointment. Each type is governed by specific statutes and/or personnel regulation, policies, or procedures.
FA = Faculty |
| TITLE_GROUP | A2 | Groupings of titles of similar duties.
Edit: |
| BARGAINING_UNIT | A2 | Code for the “bargaining unit” to which the title has been assigned. Currently only available for classified titles |
| UNCL_EXCEPT_CD | A1 | This field is only valid for unclassified staff. It contains the unclassified special code. The entry screen on FM2A is labeled ‘STATUS’
‘ ‘ = none |
| EMPLOYEE_STATUS | A1 | Code that indicates the status of a classified employee at a given point in time. For classified staff this is entered in a field labeled ‘EMPLOYEE STATUS’.
A = Apprentice (all crafts) |
| TITLE_LITERAL | A21 | If filled, vacant, or group position, literal describing the position’s current year title. For lump sums and deducts, it contains a description of the lump sum or deduction. |
| TITLE_CODE | A5 | Used to identify the official University System title for the position. |
| TITLE_MOD | A1 | A = Affiliate B = Collaborative D = Short Term (24 months) E = Employee I Training F = Fixed Term ppointment G = Re-employed Annuitants L = Limited Term Appointment N = Unclassified Staff Probation P = Faculty Rank Probation Q = Acting Appointment R = Emeritus S = Student T = Tenure X = Honorary Fellow Y = Vacant Position or non-renewable summer faculty Z = Indefinite Appointment |
| GUAR_LENGTH | PS1.1 | The specific period of time stated for the length of fixed term, backup, or rolling horizon appointment. Title modifier must be ‘F’ or ‘D’ on one of the splits.
0 = NO GUARANTEED LENGTH |
| CONTINUITY_STATUS | A2 | Describes the continuity of the appointment. In budget, only appointments with title modifier of ‘F’ or ‘D’ are required to enter this information. Therefore, only the following values are used:
02 = FIXED, TERMINAL 03 = FIXED, RENEWABLE |
| SALARY_RANGE | A2 | This is the classified pay range code. |
| SALARY_SCHEDULE | A2 | The Salary Schedule combined with the Range defines a range category for a given title code. This pertains to hourly personnel.
The value in this field will be a one-character alpha for records with a payroll_year equal 1994 (i.e. A, B, ETC). for payroll_year 1995 and on the salary schedule value will be a two character number (i.e. 01, 02, etc.) |
| UNIT | A1 | This is the first character of the UDDS code otherwise known as the campus code.
The campus codes are as follows: |
| DIVISION | A2 | This is the second two characters of the UDDS code |
| DEPARTMENT | A2 | This is the fourth and fifth characters of the UDDS code. |
| SUBDEPT | A2 | This is the last two characters of the UDDS code. |
| UDDS | A7 | Seven character code identifying the organizational unit in which the split is budgeted.
The code consists of the following: |
| FUND | A3 | Indicates the general source of funds from which the budgeted amount is paid. Valid only for financial splits where Trailer-Id = ‘A’, other than no salary splits.
If spaces, CY-Budget-Amt or PY-Budget-Amt must be zero or Trailer-Id = ‘L’ (must be no salary or leave split). |
| ACCOUNT | A4 | Used by Peterson Processing center campuses only. A 4-digit code which further sub-divides a given fund. |
| ACTIVITY | A1 | Code that indicates the function for which a particular split is budgeted.
0 = Student Services |
| WARF_USER_CODE | A7 | A code used for internal management purposes by institutions that use the WARF processing center. The user supplies this code to aid in associating budget data with WARF payroll data. This field contains data for payroll years 1995 and on. |
| PAY_BASIS | A1 | Indicates the basis on which the relevant rate is expressed and the probation period.
Academic Staff Classified Space – No salary; applies to positions shown in the budget but not paid by the university; rate equals zeros; e.g., military science staff, emeritus faculty, volunteers |
| ANNUAL_PAYROLL_AMT | PS7 | Amount for an October Payroll appointment for a particular split key (UDDS, fund, activity, account, WARF code, etc.). Carried as whole dollars. |
| RATE | PS7.3 | Contains the rate of pay for the budgeted position. This is carried as zeros for lump sum and deduction records (Record-Type = ‘L’, ‘M’) for which this is a meaninglass data element.
For other than the two types of records discussed above, Rate is carried in terms of the Pay-Basis on which the position is paid. Pay Basis Rat Hourly rates apply only to classified staff. Annual and 9-month rates apply only to unclassified staff. The rate is checked for consistency with the staff type, pay basis, percent time and budgeted amounts. |
| BACKUP_APPT_ID | A11 | This points to the limited appointment with which this backup/concurrent appointment is associated. (I.E., if this field contains an appointment ID, then this row is the backup appointment.) This field contains data for payroll years 1995 and on. |
| FTE_COUNT | PS1.2 | Indicates the full-time equivalence of the position. This field applies to individual filled and vacant positions, negative positions, and group positions; it is set to zeros for lump sum and deduction records (Record-Type = ‘L’, ‘M’).
Calculated using the following formula: Sum of Budget Amts FTE Count can never be greater than Pt-Fract, must be less than zero for negative positions. |
| APPT_COUNT | PS1.2 | The appointment count is a non-duplicating count for the system. One appointment count per appointment ID.
Calculated using the following formula: Total Annualized Monthly Payroll by UDDS/Fund/Activity |
| FUND_FRACT | PS3.2 | Indicates the pecent of the entire salary for the position paid on the particular split in the fiscal year. It is an FTE count for the split. The sum of the Fund-Fract for a given budget year must equal the FTE-Count for that year. The Fund-Fract is forced’ into agreement with the FTE-Count; i.e. if a full time, full period position is split 1/3, 1/3, 1/3, the Fund-Fract will be 0.34, 0.33, 0.33 to equal an FTE-Count of 1.00
Formula: Budget-Amount |
| SPLIT_PERCENT_TIME | PS1.2 | The percent time for which the position is budgeted. This could be 1.00 while FTE is .50. If Record-Type > ‘B’ (other than individual position), Percent time is zero. If record-type = ‘A’ or ‘B’ (an individual position), Percent time must be numeric and not greater than 100. If percent time is not zero and position is classified, Percent time must be greater than .28 (28%) If partial period, e.g., ‘SEM1’ and 100%, PT-Fract will be 1.00, while FTE will be .50 |
| NAME | A30 | The name currently used by a person. For system display and reporting. If there is not enough room for the full name, enough information in the proper format must be provided to best identify the individual.
The name is taken from the APPTPRSN table using the person ID in the budget record. The Peterson Payroll Processing center is responsible for monitoring names for employees paid through that center. WARF Processing Center provides information monthly to maintain the information for employees paid through that center. For system display and reporting. If there is not enough room for the full name, enough information in the proper format must be provided to best identify the individual |
| SOC_SEC_NUMBER | A9 | The Social Security number assigned to a person by the Social Security Administration. The Social Security number is required for all paid individuals with the exception of foreign employees working overseas. This field contains data for payroll years 1995 and on. |
| GENDER | A1 | Person’s gender if position is filled. M = Male F = Female BLANK = Unknown |
| BIRTHDAY | A8 | The day, month and year of the person’s birth. Format YYYYMMDD. It will be blank when not supplied. |
| AGE_AS_OF_JULY01 | A2 | The person’s age as of July 1st of the current year (assumes the data is always run after July 1st i.e. October or November). |
| SENIORITY_DATE | A8 | The adjusted date of civil service employment with the state of Wisconsin. In the format YYYYMMDD. This date may be adjusted because of breaks in service such as termination, reinstatements, layoffs, etc. The adjusted continuous service date is used, for example, to generate length of service payments, to allocate annual vacation for leave accounting, and to rank employees for layoff provisions, including reinstatements, etc. This field contains data for payroll years 1995 and on |
| RECORD_ID | PS7 | This is a generated record number to create a unique key. |
| LOADDATE | A8 | This field is used to indicate when the data was last refreshed. In the format YYYYMMDD |
| EXTRACT_DATE_TIME | Date | The date and time these data were extracted. Format YYYYMMDD HH24:MI:SS |